Josie Lomack, Assistant Director Accounting, Disbursements, and Financial Systems Division of School Financial Services

Transcription

1 Bulletin No. 4 July 14, 2006 TO: FROM: Business Administrators Los Angeles County School Districts, Regional Occupational Centers/Programs (ROC/Ps), and Joint Powers Agencies (JPAs) Emmanuel Ogunji, Assistant Director Financial Management Services Division of Business Advisory Services Josie Lomack, Assistant Director Accounting, Disbursements, and Financial Systems Division of School Financial Services SUBJECT: Budget Revision Process for The Los Angeles County Office of Education s (County Office) budget revision process, as described in this bulletin, is intended to expedite the processing of budget revisions, provide accurate budget and financial information, and facilitate the posting of unaudited actual and audit adjustments. This bulletin also describes an optional procedure that local educational agencies (LEAs) may choose to follow, allowing governing boards to delegate administrative authority to district staff in certain circumstances. We urge districts to carefully review the section of this bulletin titled Optional Processing by Board Resolution Delegating Administrative Authority on page 4 for further details. LEGAL REQUIREMENTS General Provisions Budget adjustment and budget transfer conditions are addressed in Education Code (EC) Sections , and According to EC Section 42600: The total amount budgeted as the proposed expenditure of the school district for each major classification of school district expenditures listed in the school district budget forms... shall be the maximum amount which may be expended for that classification of expenditures for the school year.

2 Budget Revision Process for July 14, 2006 Page 2 In addition, EC Section also specifies that: Transfers may be made from the designated fund balance or the unappropriated fund balance to any expenditure classification or between expenditure classifications at any time by written resolution of the board of education of any school district governed by a board of education, when filed with the county superintendent of schools and the county auditor, or by written resolution of the board of trustees of any school district not governed by a board of education, when approved by the county superintendent of schools and filed with the county auditor. A resolution providing for the transfers specified in this section shall be approved by a majority vote of the members of the governing board. This provision is interpreted to mean that all budget adjustments and budget transfers should be approved at official meetings of the district s Board of Education/Board of Trustees prior to submission to the County Superintendent of Schools. In addition to the budget adjustment and budget transfer procedures of EC Section 42600, EC Section provides a process for districts which, at the close of any school year, permits the county superintendent to:... make the transfers between the designated fund balance or the unappropriated fund balance and any expenditure classification or classifications, or balance any expenditure classifications of the budget... as necessary to permit the payment of obligations of the district incurred during that school year. While this provision may assist districts in expediting certain year-end adjustments and transfers, including revising the budget to generate estimated actual or unaudited actual data, districts are reminded that such actions require the approval of the district s governing board. Therefore, prior to requesting that the county superintendent process any year-end adjustments or transfers, a district should submit a copy of its governing board s resolution authorizing this procedure to the County Office. Collective Bargaining Provisions Districts are also reminded of the legal requirements for submitting the budget revisions necessary to cover the costs of collective bargaining agreements, as reflected in EC Section 42142, and the consequences of not meeting this obligation prior to a district s submission of its next interim financial report, as provided in Government Code Section , which states: If a school district does not adopt all of the revisions to its budget needed in the current fiscal year to meet the costs of a collective bargaining agreement, the county superintendent of schools shall issue a qualified or negative certification for the district on the next interim report pursuant to Section of the Education Code.

3 Budget Revision Process for July 14, 2006 Page 3 BUDGET REVISIONS Standard Processing Using Form Nos A and T There are two distinct types of budget revisions that require districts to use different manually prepared forms. Both types of revisions require districts to enter the related transactions into the PeopleSoft Financial System (PSFS), and obtain approval from the Divisions of Business Advisory Services (BAS) and/or School Financial Services (SFS). The budget revision forms and basic transactions are summarized below. Budget Adjustment Summary Form No A (Enclosure No. 1) Use this form to: change the overall total of estimated income resulting from increases or decreases identify and make adjustments between revenue objects or between different resource codes within revenue objects, including adjustments that result in no change in the fund balance change the overall total of estimated appropriations for a fund resulting from increases or decreases identify and make changes, i.e., increases or decreases, in the fund balance increase, decrease, or change the components of the ending fund balance designate portions of the fund balance transfer resources between different funds (a transfer-out from one or more funds must have a corresponding transfer-in to one or more funds, and be reflected on separate A forms) Submit Form No A directly to BAS for review and approval. Districts must enter the Journal Entry Budget Revision into the PSFS for further processing by SFS upon approval. Budget Transfer Summary Form No T (Enclosure No. 2) Use this form only to redistribute appropriations between objects or between different resource codes within objects where the total changes in revenues, expenditures, transfers, and other financing uses must always net to zero and will result in no change in the fund balance. Submit the T form directly to SFS for review and approval and further processing. Districts must enter the Journal Entry Budget Revision into the PSFS. A one page reference guide (Enclosure No. 3) provided with this bulletin displays examples of the various possible budget revision scenarios and the proper revision form to be used in each situation.

4 Budget Revision Process for July 14, 2006 Page 4 Please note that budget adjustments or transfers cannot be approved by the County Office until the district s budget is frozen. Budget adjustments and transfers should be entered in PSFS before submitting the appropriate form to the County Office. These transactions are held in suspense in PSFS until they are approved. Following review and approval by the County Office, SFS will release the transactions held in suspense and post them to the district s PSFS financial records. Optional Processing by Board Resolution Delegating Administrative Authority The governing board of a district may adopt a formal resolution allowing their administrative staff to process certain budget adjustments and transfers and submit them to the County Office prior to their individual approval by the board. However, any district that considers implementing this option should carefully weigh all of its fiscal implications, including setting well-defined guidelines and parameters on the amounts and kinds of adjustments and transfers that district staff may process. Such guidelines should include limiting this authority to the routine transfer of amounts between objects of expenditure within funds and between funds, as necessary, to facilitate the payment of district obligations and to effect technical adjustments related to the budget. Other non-routine adjustments and transfers, such as revenue increases or decreases and the related offsetting impact to expenditures and/or fund balance, transactions involving other sources and uses, interfund transfers, or transactions exceeding a prescribed dollar amount, should continue to be processed and approved directly by the governing board. In addition, to ensure that this practice does not become unmanageable, the County Office has established the following delegation of authority guidelines: Delegation of Budget Adjustment and Transfer Authority Guidelines In order for a district to utilize the delegation of authority option, the district s governing board must annually adopt and file with the County Office an original resolution delegating budget adjustment and transfer authority to the superintendent and staff of the district. The approval of this resolution by the County Office shall be required prior to any budget adjustments or transfers being processed by a district under the delegation of authority. The governing board resolution authorizing this delegation of authority to staff must define, by types of budget adjustments and transfers, funds, and dollar limitations, if any, those adjustments and transfers that may not be directly processed by the district s staff. All budget adjustments and transfers processed by the district s staff must be entered into the PSFS and submitted to the County Office for approval on the appropriate budget revision summary form, e.g., Form Nos A or T. The district should indicate on the revision form the date on which the governing board approved the written resolution establishing the delegation of authority to staff. This date should be used in the section of the form requesting the date of the revision s approval. During formal board meetings, the governing board must ratify/approve all budget adjustments and transfers not previously board-approved but processed by staff under the delegation of authority.

5 Budget Revision Process for July 14, 2006 Page 5 This must be done at least three times annually, i.e., with the First Interim Report, Second Interim Report, and the Unaudited Actuals and not later than June 30. A district using this delegation of authority shall submit copies of the board meeting agenda, minutes, and/or resolutions documenting the ratification/approval by the governing board to BAS within 30 days of the board meeting to ratify/approve budget adjustments and transfers processed by the district s staff. The adjustments and transfers approved by the board should be identified by transaction numbers, dates, and amounts. Enclosed with this bulletin is a sample resolution (Enclosure No. 4) that districts may choose to use for the governing board s delegation of administrative authority to process budget revisions, adjustments, and transfers. Cautionary Reminder Please note that the implementation of this optional procedure does not imply or indicate a means of bypassing Education Code requirements, County Office procedures for school districts obtaining governing board approval, or County Office approvals of budget revisions. In addition, this procedure does not relieve school districts from the timely submission of the standard budget revision documents and forms, or initiating the necessary data input to the PSFS in support of the budget revisions submitted under the provisions of the governing board s written resolution. New Option for Correcting Budget Coding Errors Recognizing that corrections of budget resource coding errors are sometimes necessary in order to accurately reflect program classifications, the County Office has developed the enclosed Budget Coding Error and Correction Summary (Form BCE) (Enclosure No. 5). This form is to be used exclusively for the purpose of correcting, approving, and processing budget resource coding errors within the same object code that do not require governing board resolutions. Districts should use this form to record and process corrections of coding errors posted to the PSFS, upon the approval of the district s superintendent, assistant superintendent of business (chief business official), and director of fiscal services. Districts should enter the Journal Entry Budget Coding Error Correction into the PSFS, and then submit the completed Form BCE to SFS for review, approval, and further processing. TIMELINES It is the responsibility of the district to identify and process transfers between classifications, adjustments in revenues and/or expenditures, and budget coding and error corrections in a timely manner. The County Office recommends that each district establish a process for approval of budget adjustments/transfers as well as budget coding and error corrections through their governing board on a regular basis and in a timely manner so that all suspense items in PSFS can be cleared within a 30-day period.

6 Budget Revision Process for July 14, 2006 Page 6 Year-End Budget Revisions The district s Board of Education/Board of Trustees must approve budget adjustments and budget transfers for during the fiscal year, before June 30, 2007, but no later than the date by which the governing board approves the unaudited actuals. Estimated Actual Adjustments Subsequent to the adoption of the annual budget, the Education Code requires governing boards to periodically review their budgets during the fiscal year and to approve corresponding financial reports, including the estimated actuals developed in conjunction with the adopted budget, the year-end unaudited actual report, and the First and Second Interim Reports. The CDE s financial reporting software is able to record (upload) a district s budget in respective columns reflecting these various reporting periods. Districts that regularly review their budget to ensure that it is in technical agreement with the requirements of the Standardized Account Code Structure (SACS) will help facilitate the speed and accuracy of the automatic upload process. With this in mind, SFS issued Informational Bulletin No. 511, dated June 17, 2003, titled Budget Revision Upload. This bulletin outlines a process that streamlines the budget adjustment upload into PSFS. Periodic budget revisions are essential for the monitoring of a district s financial condition and to ensure that the budget accurately reflects the estimated revenues and expenditures for the fiscal year. Unaudited Actual Adjustments For single budget adoption districts, variances usually exist each year between the estimated fund balances submitted with the July 1 adopted budget and the fund balances submitted with the unaudited actual reports. These fund balance adjustments must be resolved annually by districts in the form of board-approved budget revisions, using Form A. Districts will be notified of these differences by BAS in an Informational Bulletin planned for November At that time, each district will be asked to verify these differences and make all budget adjustments necessary to reflect the increases/decreases in fund balances. We request that these adjustments be included in the First Interim Report, even if the budget adjustment forms and data input were not prepared and recorded until after October 31, Annual Audit Adjustments When districts annual independent audits are completed in December, differences may exist between fund balances submitted with the Unaudited Actual Report and those determined to be correct by the district s independent auditor. In December 2006, SFS will issue its annual bulletin requesting that districts enter all audit adjustments in PSFS by January 31, This deadline is necessary to allow for the inclusion of these adjustments in the Second Interim or PSFS Reports.

7 Budget Revision Process for July 14, 2006 Page 7 This bulletin and its enclosures are posted at the County Office Web site at the following address: Please select Bulletins on the left side of the screen under the heading LACOE Libraries, and then use the Search function to locate a bulletin by number or keyword. If you have questions regarding this bulletin, please call Mr. Emmanuel Ogunji at (562) , or Ms. Josie Lomack at (562) If you have any questions regarding how to complete the enclosed forms, please call the Business Services Consultant assigned to your district (Enclosure No. 6). If you have questions regarding entries to the PSFS, please call the General Accounting Officer, Ms. Joyce Yeh, at (562) , or the accounting technician assigned to your district (Enclosure No. 7). Approved: Deborah L. Simons, Director Division of Business Advisory Services Kenneth Shelton Assistant Superintendent Business Services EO:jj Enclosures Informational Bulletin No. 4 BAS

8 Division of Business Advisory Services 9300 Imperial Highway Downey, CA Submit to Business Advisory Services -- EC Room 212 DISTRICT (UNIT) NUMBER GL JOURNAL ID NUMBER FUND NUMBER Budget Adjustment Summary K-12/ROPs/JPAs FUND NAME UNRESTRICTED RESTRICTED DATE OF SUMMARY NAME OF SCHOOL DISTRICT A. Revenues/Other Financing Sources Object Code Specific Object Code Specific Resource Code Budget Adjustment Increase (Decrease) 1. Revenue Limit $ 2. Federal State Local Interfund Transfers In Other Financing Sources Contributions to Restricted 7. Programs Total Revenues/Other Financing Sources $ B. Expenditures/Other Financing Uses Object Code Resource Code (Optional) Budget Adjustment Increase (Decrease) 1. Certificated Personnel Salaries $ 2. Classified Personnel Salaries Employee Benefits Books and Supplies Services, Other Operating Expenses Capital Outlay Other Outgoing Direct Support/Indirect Costs Other Debt Services Interfund Transfers Out Other Financing Uses Total Expenditures, Transfers and Other Uses $ C. Subtotal A8 - B11 (will increase/decrease Ending Fund Balance) $ NOTE: If C is zero, go to narrative section on reverse side of form. Narrative and certification sections must be completed. DISTRIBUTION: Original to Business Advisory Services; Copy to School Financial Services - Accounting Section; Copy returned to district upon approval. Form No A Page 1 of 4 Rev Enclosure No. 1 to: Informational Bulletin No. 4 BAS Continued on reverse side.

9 D. Components of Ending Fund Balance Object Code Resource Code 1. Reserved Amounts a. Revolving Cash Fund 9711 b. Stores 9712 c. Prepaid Expenses 9713 d. General Reserve 9730 e. Restricted Balances (i.e., statutory only) 9740 e. Restricted Balances (i.e., statutory only) 9740 e. Restricted Balances (i.e., statutory only) 9740 e. Restricted Balances (i.e., statutory only) 9740 e. Restricted Balances (i.e., statutory only) 9740 Total Reserved Amounts $ $ Revision Increase (Decrease) 2. Designated Amounts a. For Economic Uncertainties Object Code Resource Code a. For Economic Uncertainties 9770 $ a. For Economic Uncertainties 9770 a. For Economic Uncertainties 9770 a. For Economic Uncertainties 9770 For Other: b b. For Other: 9780 Total Designated Amounts $ Revision Increase (Decrease) 3. Unappropriated/Undesignated Amount NOTE: The sum of Lines D1, 2, and 3 must equal C on Page 1. Account Code 9790 $ E. Narrative Explanation for this Revision - Must be Completed. F. School District Certification - Must be Completed NAME OF SCHOOL DISTRICT'S CONTACT PERSON TELEPHONE NUMBER OF CONTACT PERSON ( ) DATE OF BOARD APPROVAL SIGNATURE OF THE SECRETARY OF THE BOARD DATE SIGNED (MONTH/DAY/YEAR) Submit one (1) certified original and two (2) copies of this summary to: Division of Business Advisory Services, EC Room 212 Los Angeles County Office of Education 9300 Imperial Highway Downey, CA Approved: Dr. Darline Robles Los Angeles County Superintendent SIGNATURE OF LOS ANGELES COUNTY SUPERINTENDENT OF SCHOOLS DEPUTY By: DATE SIGNED (MONTH/DAY/YEAR) Form No A Page 2 of 4 Rev

10 LOS ANGELES COUNTY OFFICE OF EDUCATION BUDGET ADJUSTMENT SUMMARY INSTRUCTIONS GENERAL Use this form to file revisions to your adopted budget which require county approval under Education Code section 42600, 42601, 42602, 42603, or This includes increases or decreases in the revenue accounts, expenditure accounts, transfers to and from ending balances, and adjustments to the components of ending balances. All the budget revisions must be approved by your governing board prior to submittal to the County Office. Submit one budget adjustment for each fund summarizing the adjustments approved from one board meeting. The revisions list the amounts of the adjustment only, not revised amounts. NEW ITEM ON FORM: As required by CDE's Standard Account Code Structure, the resource code has been added on the Budget Adjustment Summary form. More than one resource may be listed on the form but each resource code must be balanced between revenues, expenditures, and components of ending fund balance. List the specific resource code under the appropriate column. When an increase or decrease to its budget is warranted, district must submit this form as approved by the governing board within a reasonable time (i.e., 30 days or the next board meeting, whichever is sooner). Submit a properly completed and certified original and two copies of the form to the Division of Business Advisory Services, EC Room 212. Show decreases as negative figures, in brackets ( ). Once revision is approved by the Division of Business Advisory Services (BAS), the Division of School Financial Services (SFS) will release the applicable budget adjustments previously entered by the district. SFS will use the five-digit GL Journal ID Number listed in the upper right hand corner of page 1 of the form to determine which budget transaction of PeopleSoft to approve or deny. Form Heading Please be sure the heading portion of the form is properly completed. Instructions regarding the elements are as follows: Date of Summary/Name of School District - Self-explanatory. (NEW) District (Unit) Number - Use the five-digit number assigned to your district from the state (PeopleSoft ID). (NEW) GL Journal ID Number - List the five-digit GL Journal ID Number of the budget transactions you have entered into the county PeopleSoft system in which this budget revision covers. SFS will use this information to determine which transactions to approve or deny. Fund Number/Fund Name - List the name and number of the fund affected by this budget revision. Only one fund is to be reported on each budget revision summary. (NEW) Unrestricted/Restricted - For General Fund only, select "Unrestricted" for those resource codes which do not have reporting requirements. Select "Restricted" for those resource codes that have reporting requirements or are specified as restricted. Section A - Revenues/Other Financing Sources Use this section for: the correction of revenue/other financing sources; recognition of new revenue/other financing sources; and decreases of previously budgeted revenue/other financing sources. List the specific object and resource code for the revenue/other financing sources being increased/(decreased) in the space provided. If more space is required, attach a supplemental sheet. Enter the amount of the adjustment in the Budget Adjustment's Increase/(Decrease) column. Show Decrease decreases in brackets ( ). The net amount of revenue/other financing sources increases/(decreases) is reported on the "Total Revenues/Other Financing Sources" line. If a district is budgeting new revenue/other financing sources, there must be a corresponding entry in another section of the document indicating where the money is to be placed (i.e., expenditures, reserves or unappropriated fund balance). Budgeted adjustments to "Interfund Transfers In" will also necessitate the filing of a budget adjustment summary for the other fund(s) affected. At the district level, total incoming transfers (accounts ) must equal total outgoing transfers (accounts ). Budgeted contributions from Unrestricted Resources (8980) or Contributions from Restricted Resources (8990) should net to zero at the total fund level. No transfers under Budget Transfer Summary would be used in this section. However, if errors have been made in the adoption of the budget, they must be corrected on the Budget Adjustment Summary under the Appropriation or Organization Budget Journal (Expenditures) or Revenue Estimate Journal (Income) and in such cases the increases/(decreases) should equal zero. These are instances when revenue/other financing sources are increased or decreased without a corresponding increase or decrease in expenditures/other financing uses. If in these instances the increase or decrease results in adding to or subtracting from the unappropriated fund balance, the amount must be reported in section D3 of the Budget Adjustment Summary form. However, please note that the amount reported in section D3 is a memo entry and is not for input into the PeopleSoft system. In PeopleSoft, the unappropriated fund balance is not identified by an account number, but rather a calculated amount. Section B - Expenditures/Other Financing Uses Use this section for: the correction of expenditures/other financing uses; recognition of new expenditures/other financing uses; and decreases of previously budgeted expenditures/other financing uses. Report amounts of increases and decreases by major objects only. Decreases must be shown in brackets ( ). Form No A Page 3 of 4 Rev

11 If a district is increasing or decreasing an expenditure/other financing use category, there must be a corresponding entry in another section of the document indicating where the money is to be placed or taken from (e.g., revenues, reserves, or unappropriated fund balance.) Adjustments to "Interfund Transfers Out" will also necessitate the filing of a budget revision summary for the other fund(s) affected. At the district level, outgoing transfers (accounts ) must equal total incoming transfers (accounts ). There are instances when expenditures/other financing uses are increased or decreased without a corresponding increase or decrease in revenues/other financing sources., If in these instances the increase or decrease results in adding or subtracting from the unappropriated fund balance, the amount must be reported in section D3 of the budget adjustment summary form. However, please note that the amount reported in section D3 is a memo entry and is not for input to the PeopleSoft system. In PeopleSoft, the unappropriated fund balance is not identified by an account number, but rather a calculated amount. Section C - Subtotal Section A minus Section B equates to the subtotal. If C is zero, there is no effect on the fund balance; therefore, do not complete the rest of this form except for the narrative and certification sections. If in these instances the increase or decrease results in adding to or subtracting from the unappropriated fund balance, the amount must be reported in section D3 of the Budget Adjustment Summary form. However, please note that the amount reported in section D3 is a memo entry and is not to be entered into the PeopleSoft system. In PeopleSoft, the unappropriated fund balance is nt identified by an account number, but rather is a calculated amount. The resulting figure reflected in D3-Unappropriated/undesignated amount cannot, under any circumstance, be negative. Narrative Explanation To aid in the proper processing of this form, the district must provide a short but specific explanation of the transaction(s) being summarized on this form. (Example: The district is reducing Other State Income due to a drop in lottery income of $6 per ADA. This is being offset with a matching decrease in the 4000 expenditures-books and supplies.) Certification Section This section must be completed. Please be sure that the signature is an original signature and that the board approval date is correct. Also, please be sure the contact person and telephone number sections are filled in. Section D - Components of Ending Fund Balance The purpose of this section is to report the adjustments to the components (i.e., reserves) that make up the district's projected ending balance. The reserve categories are: 1. Reserved Amounts - These are the amounts the district has reserved to cover the costs of certain assets or commitments by setting up the appropriate 9700 accounts (i.e., ). i) If the district's budget is adopted and approved with a general reserve amount, that amount cannot be used during that fiscal year for any purpose. However, if the district adds new monies to the general reserve after the adoption of the budget, that addition can be later re-appropriated for other purposes by the district board during the same fiscal year. ii) Item File - Restricted Balances, is only for statutorily restricted balances. If the monies are donor restricted, the monies should be placed under the "designed for" - Section Item D2b. 2. Designated Amounts - This reflects the amounts the board has designated to cover risks associated with economic uncertainties, restricted resources ending balances, and the amounts the board has designated. You must specify what the reserve is for (e.g., purchase of new band uniforms). Detail object codes must also be used for multiple designated amounts (i.e., purchase of new band uniforms). 3. Unappropriated Amount - As discussed in sections A and B, there are instances when revenue/other financing sources are increased or decreased without a corresponding increase or decrease in expenditures/other financing uses, and visa versa. Form No A Page 4 of 4 Rev

12 Division of Business Advisory Services 9300 Imperial Highway Downey, CA Submit to School Financial Services -- EC Room 215 DISTRICT (UNIT) NUMBER GL JOURNAL ID NUMBER FUND NUMBER Budget Transfer Summary K-12/ROPs/JPAs FUND NAME UNRESTRICTED RESTRICTED DATE OF SUMMARY NAME OF SCHOOL DISTRICT B. Expenditures/Other Financing Uses Object Code Resource Code (Optional) Amount * Increase (Decrease) 1. Certificated Personnel Salaries $ 2. Classified Personnel Salaries Employee Benefits Books and Supplies Services, Other Operating Expenses Capital Outlay Other Outgoing Direct Support/Indirect Costs Other Debt Services Interfund Transfers Out All Other Financing Uses Total Expenditures, Transfers and Other Financing Uses $ (Must Net to Zero) *INPUT NOTE: If this transfer increases the budget of an expenditure object code, enter the amount on this form as positive, and when inputting on the system, use ORG BUD Transfer To budget input panel, to indicate the increase. If this transfer decreases the budget on an expenditure object code, enter the amount on this form as negative, and when inputting on the system, use ORG BUD Transfer From budget input panel, to indicate the decrease. If there are increases, begin with the Appropriation Budget Ledger first, before increasing the Organization Budget Ledger. If there are decreases, begin with the Organization Budget Ledger B. Narrative Explanation for this Revision - Must be Completed. C. School District Certification - Must be Completed NAME OF SCHOOL DISTRICT'S CONTACT PERSON TELEPHONE NUMBER OF CONTACT PERSON ( ) DATE OF BOARD APPROVAL SIGNATURE OF THE SECRETARY OF THE BOARD DATE SIGNED (MONTH/DAY/YEAR) Submit original and two (2) copies of this to: Division of School Financial Services, EC Room 215 Los Angeles County Office of Education 9300 Imperial Highway Downey, CA Approved: Dr. Darline Robles Los Angeles County Superintendent SIGNATURE OF LOS ANGELES COUNTY SUPERINTENDENT OF SCHOOLS DEPUTY By: DATE SIGNED (MONTH/DAY/YEAR) Form No T Page 1 of 2 Rev Enclosure No. 2 to: Informational Bulletin No. 4 BAS

13 LOS ANGELES COUNTY OFFICE OF EDUCATION BUDGET TRANSFER SUMMARY INSTRUCTIONS Within the same fund, use Appropriation Transfer and Organization Budget Transfer to document transfers between major objects as authorized by EC Section Transfers within fund affect expenditures only and must net to zero. Transfers between sub-funds, 01.1 and 01.3 for example, may not net to zero individually; colletively they must net to zero. Indicate decreases with brackets ( ). Please submit the certified original and two copies of the Budget Transfer Summary directly to the Division of School Financial Services. NEW ITEM ON FORM: As required by CDE's Standard Account Code Structure, the resource code has been added on the Budget Transfer Summary form. More than one resource may be listed on the form but must be balanced between revenues, and expenditures. List the specific resource code under the appropriate column. Form Heading Please be sure the heading portion of the form is properly completed. Instructions regarding the elements are as follows: Date of Summary/Name of School District - Self-explanatory. (NEW) District (Unit) Number - Use the five-digit number assigned to your district from the state (PeopleSoft ID). (NEW) GL Journal ID Number - List the five-digit GL Journal ID Number of the budget transactions you have entered into the county PeopleSoft system in which this budget revision covers. SFS will use this information to determine which transactions to approve or deny. Section A - Expenditures/Other Financing Uses Use Section A to show transfers between account codes. Use major object only. Please note that any budget transfers involving objet codes "Transfers Out" cannot be processed by Appropriation Transfer or Organization Budget Transfer, but must be recorded using Appropriation Budget Journal, Organization Budget Journal, or Revenue Estimate Journal. Pursuant to EC Section 42600, "Transfers may be made... between expenditures classifications at any time by written resolution of the board of education... or by written resolution of the board of trustees..." Section B - Narrative Explanation Please provide a short, but specific explanation of the transfers being made. Example: "The district is transferring excess funds from the other operating expenses to cover additional expenditures of capital outlay." Section C - School District Certification Section. Must be completed. Budget transfers must be certified by the district's Board of Education, and submitted for approval to the County Superintendent of Schools. Completion of this section allows staff at the County Office to contact the district for any additional information, as soon as possible, so that the document can be processed in a timely manner. Fund Number/Fund Name - List the name and number of the fund affected by this budget revision. Only one fund is to be reported on each budget revision summary. (NEW) Unrestricted/Restricted - For General Fund only, select "Unrestricted" for those resource codes which do not have reporting requirements. Select "Restricted" for those resource codes that have reporting requirements or are specified as restricted. Form No T Page 2 of 2 Rev

14 LOS ANGELES COUNTY OFFICE OF EDUCATION Division of Business Advisory Services POSSIBLE BUDGET REVISION SCENARIOS REFERENCE GUIDE Budget Adjustment Summary Form 503-A - submit to Division of Business Advisory Services ADJUSTMENT TYPE ADJUSTMENT RESULTS IN IMPACT OF ADJUSTMENT ON FUND BALANCE/SOLVENCY ISSUES 1. Unaudited Actuals These adjustments need to be done separately from Increases or decreases to adjustments that allocate any resulting the beginning fund increase/decrease in ending fund balance to/from balance expenditures. 2. These adjustments need to be done separately from Increases or decreases to Annual Audit adjustments that allocate any resulting the beginning fund Findings increase/decrease in ending fund balance to/from balance expenditures. 3. Revenue Increase No change in fund balance. However, fund balance could decrease if revenue budget increases are not valid Expenditure Equal Increase and related expenditures are still incurred. 4. Revenue Decrease No change in fund balance. However, fund balance could decrease if expenditure budget decreases are not Expenditure Equal Increase valid but related revenues still decrease. Revenue Increase 5. Smaller increase, no net Increase in fund balance. Expenditure change or decrease Revenue Decrease 6. Smaller decrease, no net Decrease in fund balance. Expenditure change or increase Smaller increase, no net Revenue 7. change or decrease Decrease in fund balance. Expenditure Increase Smaller decrease, no net Revenue 8. change or increase Increase in fund balance. Expenditure Decrease 9. Components of ending balance No net change No change in fund balance. 10. Designation of ending balance No net change No change in fund balance. 11. Revenue only No net change No change in fund balance. Budget Transfer Summary Form 503-T - submit to Division of School Financial Services ADJUSTMENT ADJUSTMENT IMPACT OF ADJUSTMENT ON FUND TYPE RESULTS IN BALANCE/SOLVENCY ISSUES 1. Expenditure only No net change No change in fund balance. Enclosure No. 3 to: Informational Bulletin No. 4 BAS

15 LOS ANGELES COUNTY OFFICE OF EDUCATION Division of Business Advisory Services ANNUAL DELEGATION OF ADMINISTRATIVE AUTHORITY TO PROCESS ROUTINE BUDGET REVISIONS, ADJUSTMENTS, AND TRANSFERS School District GOVERNING BOARD RESOLUTION NUMBER: BOARD ADOPTION DATE: The Governing Board of the School District authorizes,, Superintendent, to make such routine budget revisions, adjustments, and transfers as necessary for the payment of District obligations and to effect technical adjustments of the board-adopted budget during the fiscal year, in accordance with the provisions of this resolution. This resolution is adopted for the purpose of expediting the processing of routine budget revisions, adjustments, and transfers, and shall remain in effect for a period of one year, from July 1,, to June 30,, and is subject to annual review and renewal by duly adopted resolution of the Governing Board of District. The amount of any individual routine budget revision, adjustment, or transfer shall not exceed $. The total amount of routine budget revisions, adjustments, and transfers at any one time may not exceed $. This resolution shall be limited to the administrative approval and processing of routine budget revisions, adjustments, and transfers, within or between account objects of expenditures and within or between resources and funds, including the following This resolution shall not permit the administrative processing of non-routine budget revisions, adjustments, and transfers which increase or decrease revenues and other financing sources and uses, along with the corresponding revisions in expenditures; or budget revisions, adjustments, and transfers which reduce or increase the fund balance of any related fund; or transfers between funds; or transactions exceeding $. Such non-routine budget revisions, adjustments, and transfers must continue to be presented to the Governing Board for approval prior to processing and submission to the Los Angeles County Office of Education (County Office) for further review, approval, and processing. Enclosure No. 4 to: Informational Bulletin No. 4 BAS

16 Annual Delegation of Administrative Authority to Process Routine Budget Revisions, Adjustments, and Transfers A summary report of budget revisions, adjustments, and transfers approved and processed by the Superintendent in accordance with this resolution, listed by major objects and funds, transaction numbers, dates, and amounts shall be submitted to the Governing Board for adoption/ratification, not less than three times annually (by October 31, January 31, and June 30) with the District s First Interim, Second Interim, and in conjunction with the annual close of the District s financial records and Unaudited Actuals Reports. All budget adjustments and transfers must be made in accordance with the provisions of Education Code Sections 42600, 42601, 42602, 42603, and 42610, and processed using the appropriate forms and documentation as provided by the County Office, and in compliance with applicable district guidelines. This resolution by the Governing Board and written authorization by the persons herein designated may be used by the Los Angeles County Office of Education to permit budget revisions, adjustments, and transfers in accordance with the foregoing guidelines. ADOPTED by the School District Governing Board on this day of, 20. President, Governing Board Vice President, Governing Board Member, Governing Board Secretary, Governing Board Superintendent 2

17 Division of Business Advisory Services 9300 Imperial Highway Downey, CA Budget Coding Error Correction Summary K-12/ROPs/JPAs Submit to Division of School Financial Services DISTRICT UNIT NUMBER GL JOURNAL ID NUMBER FUND NUMBER FUND NAME CHECK APPROPRIATE BOX Unrestricted Restricted DATE OF SUMMARY NAME OF SCHOOL DISTRICT I. Revenues/Other Financing Sources Object Code 1. Revenue Limit Federal State Local Interfund Transfers In Other Sources Contributions to Restricted Programs Old Resource Code New Resource Code Description II. Expenditures/Other Financing Uses Object Code Old Resource Code New Resource Code Description 1. Certificated Personnel Salaries Classified Personnel Salaries Employee Benefits Books and Supplies Services, Other Operating Expenses Capital Outlay Other Outgo Direct Support/Indirect Costs Other Debt Services Interfund Transfers Out Other Financing Uses DISTRIBUTION: Original to School Financial Services - Accounting Section; Copy to Business Advisory Services; Copy returned to district upon approval. Form No Page 1 of 2 Rev Enclosure No. 5 to: Informational Bulletin No. 4 BAS Continued on reverse side.

18 III. Narrative Explanation for this Revision - Must be Completed. IV. School District Certification - Must be Completed NAME OF SCHOOL DISTRICT'S DIRECTOR OF FISCAL SERVICES CONTACT PERSON TELEPHONE NUMBER OF CONTACT PERSON ( ) DATE OF APPROVAL SIGNATURE, DISTRICT ASSISTANT SUPERINTENDENT OF BUSINESS (CHIEF BUSSINESS OFFICIAL) DATE SIGNED (MONTH/DAY/YEAR) DATE OF APPROVAL SIGNATURE OF THE SUPERINTENDENT DATE SIGNED (MONTH/DAY/YEAR) Send original and two (2) copies of this to: Los Angeles County Office of Education, EC Room 132 Division of School Financial Services 9300 Imperial Highway Downey, CA Approved: Darline P. Robles, Ph.D. Los Angeles County Superintendent SIGNATURE OF LOS ANGELES COUNTY SUPERINTENDENT OF SCHOOLS DATE SIGNED (MONTH/DAY/YEAR) Form No Page 2 of 2 Rev Enclosure No. 5 to: Informational Bulletin No. 4 BAS

19 LOS ANGELES COUNTY OFFICE OF EDUCATION DIVISION OF BUSINESS ADVISORY SERVICES Financial Management Services FISCAL MONITORING DISTRICT ASSIGNMENTS Mike Baker Mike Cirasole Joan Concklin (562) (562) (562) Acton-Agua Dulce USD Centinela Valley Union HSD Alhambra USD Azusa USD East Whittier City SD Burbank USD Baldwin Park USD El Rancho USD Compton USD Bassett USD Hawthorne SD Downey USD Bonita USD Little Lake City SD Garvey SD Charter Oak USD Los Angeles USD Lynwood USD Claremont USD Los Nietos SD Monrovia USD Covina Valley USD Lowell Joint SD Norwalk-La Mirada USD Duarte USD Montebello USD Palos Verdes Peninsula USD Glendora USD San Gabriel USD Paramount USD Hacienda-La Puente USD South Whittier City SD San Marino USD Pomona USD Whittier City SD South Pasadena USD Rowland USD Whittier Union HSD Temple City USD Walnut Valley USD Melvin Iizuka Teri Stockman Jon London (562) Bellflower USD (562) ABC USD (562) Arcadia USD El Monte City SD Antelope Valley Union HSD Beverly Hills USD El Monte Union HSD Castaic Union SD Culver City USD El Segundo USD Eastside Union SD Glendale USD Hermosa Beach City SD Gorman SD Inglewood USD Las Virgenes USD Hughes-Elizabeth Lakes SD La Canada USD Long Beach USD Keppel SD Lawndale SD Manhattan Beach USD Lancaster SD Lennox SD Mountain View SD Palmdale SD Newhall SD Redondo Beach USD Saugus Union SD Pasadena USD Rosemead SD Westside Union SD Santa Monica-Malibu USD Torrance USD William S. Hart Union HSD Sulphur Springs SD Valle Lindo SD Wilsona SD Wiseburn SD West Covina USD Mark Fazeli (562) Antelope Val. Transportation East San Gabriel Valley ROP La Puente Valley ROP PINCO Pupil Transportation Coop San Antonio ROP Santa Clarita Valley Food Svcs SCROC Southeast ROP Tri-Cities ROP Enclosure No. 6 to: Informational Bulletin No. 4 BAS

20 Los Angeles County Office of Education School Financial Services (SFS) Contact List PeopleSoft No. District Name Commercial Claims Contacts General Ledger Contacts ABC USD Daisy Gaston Gilbert Lopez Academia Semillas del Pueblo Joseph Calizar Gilbert Lopez Acton-Agua Dulce USD Jose Aparejo Perla Nirza Alhambra Unified School District Jose Aparejo Gilbert Lopez Animo Inglewood Charter High School Joseph Calizar Gilbert Lopez Animo Leadership High School Joseph Calizar Gilbert Lopez Antelope Valley CC Arthur Yu Gilbert Lopez Antelope Valley Schools Transportation Agency Daisy Gaston Gilbert Lopez Antelope Valley UHSD Gail Wiggan Gilbert Lopez Arcadia USD Daisy Gaston Gilbert Lopez ASCIP JPA Daisy Gaston Gilbert Lopez Azusa USD Arthur Yu Gilbert Lopez Baldwin Park USD Jose Aparejo Gilbert Lopez Bassett USD Gail Wiggan Gilbert Lopez Bellflower USD Daisy Gaston Gilbert Lopez BLP Schools Insurance Authority Joseph Calizar Gilbert Lopez Beverly Hills USD Daisy Gaston Gilbert Lopez Bonita USD Tina McKinnor Gilbert Lopez Burbank USD Jose Aparejo Gilbert Lopez California Academy for Liberal Studies Joseph Calizar Gilbert Lopez Camino Nuevo Charter Middle School Joseph Calizar Gilbert Lopez Camino Nuevo Charter School Joseph Calizar Gilbert Lopez Castaic Union SD Gail Wiggan Gilbert Lopez Centinela -South Bay SIA Jose Aparejo Gilbert Lopez Centinela Valley UHSD Joseph Calizar Gilbert Lopez Central City Value School Joseph Calizar Gilbert Lopez Cerritos CC Arthur Yu Gilbert Lopez Charter Oak USD Daisy Gaston Gilbert Lopez Chime Charter School Joseph Calizar Gilbert Lopez Citrus CC Arthur Yu Gilbert Lopez Claremont USD Arthur Yu Gilbert Lopez Community Charter Middle School Joseph Calizar Gilbert Lopez Community Harvest Charter School Joseph Calizar Gilbert Lopez Compton CC Tina McKinnor Frank Nguyen Compton USD Al Castillo Gilbert Lopez Constellation Community Middle School Joseph Calizar Gilbert Lopez Cornerstone Prep School Joseph Calizar Gilbert Lopez Covina-Valley USD Tina McKinnor Gilbert Lopez Crenshaw Arts/Tech Charter Joseph Calizar Gilbert Lopez Culture and Language Academy of Success Joseph Calizar Gilbert Lopez Culver City USD Jose Aparejo Gilbert Lopez Desert Sands Charter High School Joseph Calizar Frank Nguyen Discovery Charter Prep School Joseph Calizar Frank Nguyen Downey USD Tina McKinnor Gilbert Lopez

21 Los Angeles County Office of Education School Financial Services (SFS) Contact List PeopleSoft No. District Name Commercial Claims Contacts General Ledger Contacts Downtown Value School Joseph Calizar Frank Nguyen Duarte USD Arthur Yu Gilbert Lopez East San Gabriel ROP Jose Aparejo Gilbert Lopez East Whittier City SD Arthur Yu Frank Nguyen Eastside Union SD Joseph Calizar Frank Nguyen El Camino CC Gail Wiggan Frank Nguyen El Monte City SD Tina McKinnor Frank Nguyen El Monte UHSD Joseph Calizar Frank Nguyen El Rancho USD Tina McKinnor Frank Nguyen El Segundo USD Arthur Yu Frank Nguyen Environmental Charter High School Joseph Calizar Frank Nguyen Fenton Avenue Joseph Calizar Frank Nguyen Garvey SD Arthur Yu Frank Nguyen Glendale CC Lesley Jiang Frank Nguyen Glendale USD Gail Wiggan Frank Nguyen Glendora USD Gail Wiggan Frank Nguyen Gorman Learning Center Joseph Calizar Frank Nguyen Gorman SD Jose Aparejo Frank Nguyen Granada Hills Charter High School Joseph Calizar Frank Nguyen Guidance Charter School Joseph Calizar Frank Nguyen Hacienda La Puente USD Al Castillo Frank Nguyen Hawthorne SD Daisy Gaston Frank Nguyen Henry Hearns Charter School Joseph Calizar Frank Nguyen Hermosa Beach City SD Joseph Calizar Frank Nguyen Hughes-Elizabeth Lakes Union SD Joseph Calizar Frank Nguyen Imagine Academy Charter Schools Joseph Calizar Frank Nguyen Inglewood Prep Academy Charter Joseph Calizar Frank Nguyen Inglewood USD Joseph Calizar Frank Nguyen Joint Educational Transit Arthur Yu Frank Nguyen Keppel Union SD Arthur Yu Frank Nguyen Kipp Los Angeles Prep School Joseph Calizar Frank Nguyen La Canada USD Joseph Calizar Frank Nguyen LA County Office of Education Tina McKinnor Perla Nirza La Puente Valley-ROP Jose Aparejo Frank Nguyen Lancaster SD Arthur Yu Frank Nguyen LARISA Arthur Yu Frank Nguyen Las Familias del Pueblo Joseph Calizar Frank Nguyen Las Virgenes USD Lesley Jiang Frank Nguyen Lawndale SD Gail Wiggan Bobbi Tanner Lennox SD Al Castillo Bobbi Tanner Liability and Prop. Prot. - SIRMA Jose Aparejo Frank Nguyen Liability JPA-San Gabriel Valley Schools Joseph Calizar Frank Nguyen Lifeline Education Center Joseph Calizar Frank Nguyen Little Lake City SD Joseph Calizar Frank Nguyen